How to Prepare for a Successful Presentation: A Simple Framework

Sylvain Perrier 24 Sep 2024

You're about to embark on an exciting journey—learning how to prepare for a presentation. While the process may seem daunting at first, breaking it down into steps makes it manageable and enjoyable. Whether you're presenting to colleagues, clients, or senior leadership, the key to success is in the preparation. Let's walk through this together.

Step 1: Choose a Topic That Energizes You

Imagine you've just been asked to present your company's newest product to a potential client—one that could become a major partnership. The stakes are high, and this presentation could make or break the deal. In this case, your first step is to fully understand the assignment and tailor your presentation to meet the client's needs and expectations.

Step 2: Lay the Foundation

Now, let's take care of the logistical details. Knowing the basics of the event helps shape your approach:

Who is hosting the meeting?
Who will be presenting?
What's the key message of your presentation?
When and what time is the presentation?
How long do you have to present?
Does your time include Q&A?

Once you've answered these questions, you'll have a clearer picture of the event and can focus on the next crucial element—understanding your audience.

Step 3: Understand the Emotion You Want to Convey

Every presentation is an opportunity to create an emotional connection with your audience. Ask yourself: What emotions do I want to convey? Whether it's confidence and excitement for a product launch or empathy and accountability when addressing challenges, knowing this will shape your tone and delivery. Tailor your message to reflect these emotions. For example, in a product pitch to senior executives, you may want to express excitement about revenue potential and openness to feedback.

Step 4: Create a Meeting Agenda

An organized presentation keeps everyone focused and leads to better outcomes. Start by creating a loose agenda to guide the flow of the presentation. Here's a simple structure:

Introductions: If necessary, introduce yourself and others in the room.
Key Topic: Briefly explain what you're presenting.
The "Why?" Statement: Explain why the topic or product matters.
Demo: Showcase the big pieces.
Q&A: Leave time for questions.
Next Steps: Invite follow-up discussions and provide contact details.

A clear agenda helps you stay on track and ensures your audience knows what to expect.

Step 5: Know Your Audience

Understanding who you're presenting to is critical. Different audience members will have different expectations, concerns, and interests. Research your audience beforehand by looking up their LinkedIn profiles or using tools like Crystal Knows to gain insights into their communication preferences.

For example, if you're presenting to a CEO who tends to be analytical, you'll want to back up your points with data. Focus on outcomes and efficiency if you're speaking to an action-oriented team. Tailoring your message will make your presentation more relevant and engaging.

Step 6: Develop Key Points

Now, it's time to start building out the core content of your presentation. Start by listing the key points you need to cover. Let's use a product as an example:

What is the product or service?
What problem does it solve?
How does it work?
Who will use it?
When will it be ready?
What else can it do?

Customize this list to suit your presentation, and ensure each point ties back to your overall message and goal.

Step 7: Focus on What the Audience Wants to Hear

At this stage, you should understand your audience and the content you want to present. Now, think about their questions and what they're most interested in hearing. For example, if your audience is primarily focused on time to market, emphasize how your solution speeds up delivery.

A few examples of points you might include:

How will this help us get to market faster?
What's the current status of the project?
Who can use the product?
What's it capable of today, and what's planned for the future?

By anticipating what your audience wants to hear, you'll be better prepared for the Q&A section and able to keep them engaged throughout your presentation.

Step 8: Assemble Your Slide Deck

Now it's time to create your slide deck. Here's a suggested structure:

Title Slide: Include the title of the presentation, your name, and the date.
Overview Page: Outline the key topics to be covered to set expectations.
Core Content Slides: These slides should cover the main points of your presentation. Keep it concise and focus on delivering value.
Questions Slide: Always leave room for questions.
Next Steps: Summarize any action items or follow-up plans.
Thank You Slide: Include your contact information for follow-up questions.

Step 9: Prepare Your Script

If you're new to presenting, having a script can help you stay on track. It's not about memorizing every word but giving you a guide. Practice speaking naturally so you don't sound like you're reading during the presentation. Use your script as a safety net to keep your message clear and concise.

When practicing, focus on pacing, tone, and body language. These factors can make a significant difference in how your message is received.

Following these steps, you'll be well-prepared to deliver a compelling, organized presentation that resonates with your audience. Preparation and flexibility are key—allow room for spontaneity and engagement. Now, it's time to put everything into practice. Good luck!